HomeMy WebLinkAbout02/13/2024 03. Discussion regarding Council Boards, Committees, and Commissions 1
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 3.
For Meeting of: February 13, 2024
ITEM TITLE: Discussion regarding Council Boards, Committees, and
Commissions
SUBMITTED BY: Sara Watkins, City Attorney
SUMMARY EXPLANATION:
Councilmembers directed staff to add to a study session a discussion of the boards, committees,
and commissions councilmembers are asked to participate in as liaisons or ex officio members.
Attached is a brief memo outlining general roles and responsibilities of liaisons, as well as an
attachment of Bainbridge Island's job description for councilmember liaisons for your information.
ITEM BUDGETED:
STRATEGIC PRIORITY:
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
D Memo Liaison Roles&Responsibilities 2/5/2024 Corer Memo
D Bainbridge Island_Councilmember Liaison Job 2/5/2024 Exhibit
Description
D Boards and Committees list 2/9/2024 Corer Memo
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Office of the City Attorney
City of Yakima
MEMORANDUM
February 2, 2024
TO: The Honorable Patricia Byers, Mayor
City Councilmembers
Dave Zabel!, Interim City Manager
FROM: Sara Watkins, City Attorney
SUBJECT: Liaison Roles and Responsibilities
With the upcoming discussion of Council committees, commissions, and boards, it may be helpful
to review the councilmembers' roles and responsibilities as liaisons to various committees, boards
and commissions. This memo should serve as general guidance as to your role as a liaison, with
the understanding that each committee, commission and board is different.
1. City Council liaisons—background.
Councilmembers nominate members to serve as liaisons to a long list of boards, committees and
commissions, some of which are City Council created, such as the Community Integration
Committee, some of which are created by state statute, such as the Planning Commission, and
others are committees that request City Council presence, such as the Greenway. For purposes
of this memo, I will refer to all committees, commissions, and boards as "committees."
City ordinances outline that there is a required councilmember liaison in the following committees:
Arts Commission (YMC 1.36.020: There shall be one member from the Council)
City ordinances state that there may be a councilmember on the following committees, but it is
not required:
Bicycle and Pedestrian Advisory Committee (YMC 1.37.030(d))
Capital Improvements/Facilities Committee (YMC 1.38.020(B))
200 South Third Street,2nd Fl. I Yakima,WA 98901
P:509.575.6030 I F:509.575.6160
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Honorable Mayor and City Councilmembers
Interim City Manager Dave Zabel!
February 2, 2024
Page 2
Henry Beauchamp Community Center (YMC 1.39.020(B))
Firemen's Relief and Pension Fund (YMC 1.47.050—must be Mayor)
Police Reserve Officers Pension Fund (YMC 1.91.055—must be Mayor)
All other committees in the Yakima Municipal Code are silent on whether councilmembers are
required or requested to serve on the committee.
Additionally, other organizations request councilmember participation, such as the Yakima
Homeless Coalition, which states in its bylaws that one member of the executive board will be a
representative from the City of Yakima. Some non-profits serving the community also like to have
a councilmember on its board, such as the Greenway or the Homeless Network of Yakima. There
are good reasons for councilmembers to serve as ex officio members or liaisons on these various
boards and committees regardless of whether the code requires participation from council
members.
2. What is a council person's role as a committee liaison?
Committees are generally advisory in nature and provide insight, findings and advice to the City
Council, who, as a group, openly determines the final outcome. In such a system, a council
member liaison position is created to aid the committee by confirming Council's direction and
bringing back information and ideas from the committee to the full council for further discussion
and direction. It is good to have a link from the City Council to a committee because most often
the City Council is the body assigning tasks to the committee to address and is generally the final
decisionmaker. If a committee needs clarification for the Council's reasoning for sending
something to them for review, advice and/or recommendation, a representative of the Council is
available to answer those questions. If a committee is stuck and needs more guidance, that
councilmember can bring the questions to the full Council for consideration. The liaison also
should provide, or seek room on an agenda for, periodic updates from the committees with
regards to their work.
3. Why it is beneficial to have councilmembers as liaisons on committees, and some
potential downsides.
Committees are made up of volunteer residents who are not always familiar with local
government, local code provisions, or procedures. Members may not always be able to watch
council meetings live or rebroadcast, and may not be aware of Council discussion on topics that
ultimately are sent to the committee for review and comment. As such, having a councilmember
on the committee as a liaison can bridge the gap and help explain the "why" behind the Council's
decision to send an issue to a committee, or to seek the advice from a committee. The
councilmember can also help the committee understand exactly what information and advice the
Council is seeking before the Council makes the ultimate decision. This helps committee
members feel that their time is not being wasted and that they are making a difference by providing
the Council with the relevant information the Council is seeking.
You may be asked questions that exceed your role as a liaison. As a liaison you represent the
Council in your role, not your personal feelings or opinions. You also are in a passive role on the
committee rather than the active role you take as a councilmember during City Council meetings.
It is important to remember that the volunteers on the committees are expected to provide advice
to the Council based on their discussions, their research, the comments people may make during
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Honorable Mayor and City Councilmembers
Interim City Manager Dave Zabel!
February 2, 2024
Page 3
their meetings, and their opinions. Committee members, without any prompting by liaisons, may
defer to comments made or actions taken by the liaison, rather than forming an independent
opinion. A challenging balancing act is necessary for the liaison to represent the Council as a
whole in a liaison capacity and not provide personal opinions while listening to others' opinions
and thoughts on a specific topic that a councilmember will ultimately have in front of them for final
decision.
Yakima does not have a formal policy or document that outlines a councilmember's job as a
liaison. The City of Bainbridge Island created a job description for its councilmember liaison
positions that does a nice job of outlining the expectations of a councilmember liaison. I attach it
for your information. You can also reference it here:
https://www.bainbridgewa.gov/DocumentCenter/View/13235/Councilmember-Liaison-Job-
Description-Final
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Councilmember Liaison Job Description
Definition of Liaison
"Liaison": a person who establishes and maintains communication for mutual understanding
and cooperation (Merriam-Webster Dictionary).
Duties and Expectations of a Council Liaison
1 A Councilmember acting as a liaison to a Council advisory committee or other body (a
"Committee") is not a member of the Committee. Rather, the Councilmember is a positive
resource to support the Committee in the completion of its work subject to the rules
stated below.
2 A Councilmember liaison is acting as a representative of the full Council and, as such, has
no authority to provide any direction or guidance to the Committee other than direction
or guidance that clearly represents direction or guidance of the full Council.
3 Generally put, the Councilmember liaison shall not attempt to influence the work or
recommendations of the Committee. More specifically,
• the Councilmember shall not take part in the Committee's deliberations or
discussions unless (a) the Committee requests the Councilmember's participation in
a particular discussion (in this situation, the Councilmember must expressly state
that she or he is speaking for her or himself, not for the entire Council) or (b) the
Councilmember determines that he or she must speak up in order to remind the
Committee of Council direction, City policies, or laws including the Open Public
Meetings Act and the Public Records Act; and
• the Councilmember shall not take part in any votes or decision making of the
Committee.
4 The Councilmember liaison shall work to ensure that the Committee is only taking actions
or doing work that is within the scope of the Committee's work as determined or
approved by Council. The liaison can do this by, for example, reminding the Committee as
needed of the scope of work that the Council set for the Committee.
5 The Councilmember liaison shall bring to the Council any requests from the Committee,
such as the following:
(a) questions raised by a Committee about the Committee's scope of work;
(b) requests from the Committee to change the Committee's scope of work;
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(c) requests for expenditures of City resources to further the Committee's work (money,
staff time, or other resources); and
(d) requests from the Committee to place an item on a Council meeting agenda.
6 The Councilmember liaison shall work to ensure that the Council is regularly updated on
the work of the Committee. To that end, the Council shall on a quarterly basis revisit the
work plan of each Committee and hear from each Committee's liaison a report on the
Committee's progress on the work plan.
Committee Governance and Oversight
If a Committee member or member of the public feels that there is a problem with the
manner in which the Committee is being managed or governed, the Committee member or
member of the public should speak with the Committee Chair first. If the problem is not
resolved by the Chair to the Committee member or member of the public's satisfaction, then
the Committee member or member of the public can speak to the Councilmember liaison about
her/his concern(s).
At that juncture, the Councilmember liaison's duty is to bring the concerns to the Mayor
and Deputy Mayor rather than attempt to resolve the problem on her or his own. The Mayor,
Deputy Mayor, and liaison shall then decide on what steps to take, if any. These steps could
include, for example, deciding that they do not agree that there is a problem; discussing the
issue with the Committee Chair; or bringing the issue to the full Council for discussion and a
possible Council decision.
Governance Manual Provisions
Section 3.2.6 Council Liaison
With Council approval, a Councilmember may serve for a calendar year as the Council's Liaison
(i.e. representative), to an organization. A Liaison is responsible for facilitating communication,
collaboration and coordination with the designated organization, and with regular reporting and
accountability to the Council. There are typically Councilmember Liaisons to four types of
organizations:
• A county-wide or regional policy or governing body or intergovernmental organization
(such as the Kitsap Regional Coordinating Council)
• A community organization (such as an arts, business, or social service organization)
• A governing or inter-agency board functioning in the city (such as the Parks Board or the
Intergovernmental Working Group — IGWG); and
• A citizen board, commission, or committee of the City, whether or not the charter calls for
an ex officio Council member (such as the Utility Advisory Committee or Lodging Tax
Advisory Committee)
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Exhibit B, section (c) Liaison Procedures
Individual members of the Council may be assigned as liaisons whose duties involve keeping
current with a group or activity by either attending meetings or conferring with members, and
keeping Council informed. Liaisons may advocate Council actions on behalf of their assigned
group or activity. Care must be taken to avoid an Appearance of Fairness Doctrine violation,
or conflict of interest possibilities (i.e.: in the unusual case of a quasi-judicial proceeding).
Liaisons' functions and duties may be further defined and/or directed by the Mayor or Mayor
Pro Tem with concurrence of Council.
CITY OF YAKIMA 8
COUNCIL COMMITTEES
(meeting dates, locations, and times subject to change)
As of 1/17/2024
Nominating Committee As needed 1) Brown
Staff Liaison: Rosalinda Ibarra 2) Deccio
3) Byers
(Alt)
GRIT Steering Committee Date and location varies 1) Herrera
(Gang Reduction & Intervention Taskforce) 2) Deccio
Staff Liaison: Sara Watkins 3)
(Alt)
Yakima City Council Required
Boards, Committees, Commissions, etc.
Hotel/Motel Commission/TPA (ex-officio) 4th Tues every other month 1)
(Council member position required per ordinance) Feb,April, June, Aug, Oct, Dec (Alt)
11:30 am—Convention Center
Lodging Tax Advisory Committee Qtrly 4th Friday 1) Byers
(Mayor or designated Council member per resolution) Feb, May, Aug, Nov (Alt)
(by state statute—council member serves as chair) 10:00—Location Varies
Yakima Regional Clean Air Board 2nd Thur every month 1) Deccio
(position required per RCW) 2:00 in Council Chambers (Alt)
Local Emergency Planning Committee (LEPC) Bimonthly 1)
(Directed by Congressional action in 1986) 11:00-1:00
(Per WAC, state or local official) Location varies
Yakima County EMS Trauma Care Council Every other month 1)
(Chief Markham attends) 1:30 @ EMS Office
(Elected official position) 1st Thur. (Feb, April, June,Aug, Oct, Dec)
(Electeds rotate voting and alternate positions yearly-Alt in 2020)
Arts Commission 1st Wed quarterly Liaison: Deccio
(liaison req'd per ordinance) 3:30 in Council Chambers (Alt)
Staff Liaison: Erica McNamara
Required by Mayor (or Mayor's Designee)
Yakama Nation Community Annually 1) Byers
Contribution Committee (Alt)
(Mayor required per Governor's MOU)
1
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Fire Relief & Pension Board 2nd Mon every month 1) Byers
(Mayor or designee per RCW 41.16.020) 9:00 at City Hall 15t Floor CR (Alt)
Staff Liaison: Rosalinda Ibarra
Board of Volunteer Firefighters As needed 1) Byers
(Mayor or designee per RCW 41.16.020) (Alt)
Staff Liaison: Rosalinda Ibarra
Police Relief & Pension Board 2nd Mon every month 1) Byers
(Mayor or designee per RCW 41.20.010) 8:30 at City Hall 1st Floor CR (Alt)
Staff Liaison: Rosalinda Ibarra
Board of Volunteer Police As needed 1) Byers
(Mayor or designee per RCW 41.20.010) (Alt)
Staff Liaison: Rosalinda Ibarra
911 Administration Board Twice per year 1)
(Chief Markham attends) 9:00 @ SunComm (Alt)
(bylaws require mayor) 2nd Thur Feb and Aug
Staff Liaison: Erica McNamara
YAKCORPS 2nd Thurs qtrly 1)
(Mayor or designee per Interlocal Agreement) (Feb, May, Aug, Nov) (Alt)
Staff Liaison: Erica McNamara 10:00 at SunComm
Yakima Valley Office Emergency Quarterly 1)
Management (OEM) Executive Board 9:30 @ EMS Office (Alt)
(current bylaws state one county commissioner and 4 mayors) (Feb, May, Aug, Nov)
Staff Liaison:Aaron Markham
Yakima City Council Appointees to
Other Boards, Committees, Commissions, Task Forces, etc.
Yakima Valley Tourism 4th Wed Every other month 1) Deccio
Board of Directors (ex-officio) Jan, March, May, July, Sept, Nov (Alt)
12:00 @ Convention Center
Capitol Theatre Board (ex-officio) 4th Mon every month 1) Deccio
12:00 @ 4th Street Theatre (Alt)
Choose Yakima Valley (YCDA) (ex-officio) 3rd Thurs quarterly 1) Herrera
Jan, April, July, Oct (Alt)
3:30—location varies
Yakima Chamber of Commerce Board (ex-officio) 2nd Tues every month 1) Brown
11:30 @ Chamber of Commerce (Alt) Glenn
Supporting Investments in Qtrly 3rd Thurs. 1) Byers
Economic Diversification Board (SIED) Jan, April, July, Oct (Alt) Brown
(per YCDA, position traditionally held by Mayor) 10:00 @ New Vision
2
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Yakima Valley Conference 3rd Mon every month 1) Byers
of Governments (YVCOG) 3rd Wed in Jan. and Feb. (Alt)
Executive Board 1:30 @ YVCOG Office
Yakima Valley Conference 3rd Wed. @ 6:00 pm 1)
of Governments (YVCOG) Date and location varies (Alt)
General Membership
Yakima County Solid Waste Advisory Committee As needed 1)
Yakima Basin Fish &Wildlife Recovery Board Varies 1) Herrera
(Mike Shane is also on the board) (Alt)
(bylaws require an elected official)
Yakima Basin Integrated Plan 1) Byers
(Mike Shane is also on the board) (Alt)
Optional — Council representation not required but requested
TRANS-Action Every other month at 2:00 1) Byers
Location varies (Alt)
(Jan, March, May, July, Sept, Nov)
Sports Commission Qtrly 4th Tuesday @ 11:30 1) Herrera
Location varies (Alt)
Morelia Sister City Committee 1st Fri every month 1)
8:00 @ Zoom (Alt)
Seniors Inc. Board 2nd Thurs every month 1)
(Ken Wilkinson is alternate) 1:00 @ Harman Center
Homeless Network—General membership 2nd Wed every month 1) Glenn
1:00 p.m.
Homeless Network— Executive Committee 1st Wed. every month 1)
3:00 p.m.
Yakima County Homeless Coalition Bimonthly. 3rd Tuesday 1) Brown
Executive Committee 1:30 p.m.
(Council member has to be appointed by Exec Committee) Yakima County Resources
ACI Core Team 2nd Tue. Every month 1)
3:00 p.m.
OIC Fireside Room
Yakima County Board of Health Last Wed every month 1) Byers
(invitation for city rep—term expiration 12/2022 per Health District)8:30 @ Health District and
2nd Thur. at 5:30
Yakima Valley Museum 3rd Wed every other month 1)
5:00 @ Museum (Alt)
Yakima Greenway 4th Monday every month 1)
12:00 @ Greenway Visitors Ctr. (Alt)
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City Advisory Boards, Committees, and Commissions 11
City Council Appoints to
Parks & Recreation Commission (Optional) 2nd Wed every month 1) Brown
Staff Liaison: Ken Wilkinson 5:30 in Council Chambers (Alt) Herrera
Yakima Planning Commission (Optional) 2nd&4th Wed every month 1)
Staff Liaison: Joseph Calhoun 3:00 in Council Chambers (Alt)
Historic Preservation Commission (Optional) 4th Wed every month Liaison:
Staff Liaison: Joseph Calhoun 5:30 in Council Chambers (Alt)
Henry Beauchamp Community Center(Optional) 4th Tue quarterly 1)
12:00 at HBCC (Alt)
(Jan, April, July, Oct)
Bike/Ped Committee (Optional) 2nd Wed every month Liaison:
Staff Liaison: Bill Preston 10:00 at Council Chambers (Alt)
Yakima Tree Board (Optional) 3rd Mon every other month (Jan) Liaison:
Staff Liaison: Eric Crowell 5:00 in Council Chambers (Alt)
Community Integration Committee (Optional) 2nd Mon every month 1) Herrera
Staff Liaison: Randy Beehler 5:30 in Council Chambers (Alt) Deccio
State Boards, Committees, Commissions, etc.
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Distributed at the'3
Meeting 2/,/2c z y
.02/12/2024
MY THOUGHTS ON COIUNCIL BOARDS AND COMMITTEES
City Of Yakima Council Committees
Committees for Staff
GRIT Steering Committee
Parks and Recreation Commission
Yakima Basin Integrated Plan
Yakima County EMS Trauma Care Council
Planning Commission
Boards Required for Council
Planning Commission (advisory position only)
YVCOG Executive Board (application, appointed by YVCOG Board)
Yakima County Health District Board (application, appointed by Board)
Nominating Committee (3 Council, rotate every 2 years)
Yak Co Homeless Coalition Exec Committee (appointed by that
committee)
Yakima County Clean Air Board
Local Emergency Planning Committees ???
Sub-Committees for Planning Commission
Historic Preservation Committee
Bike/Ped Committee
Yakima Tree Board
Mayoral Boards
Yakima Nation Community Contribution
Fire Relief & Pension Board
Police Relief & Pension Board
911 Administration Board
YAKCORPS (Mayor or Designee)
Yakima Valley OEM Executive Board
Lodging & Tax Advisory Committee (Mayor serves as Chair)
SIED Board (Supporting Investments in Economic Diversification)
Optional Boards for Council
Chamber of Commerce (Ex-officio)
YVCOG General Membership
Sports Commission
lk Hotel/Motel Commission TPA (Ex-officio)
k Choose Yakima Valley/YCDA (Ex-officio)
c Yakima Valley Tourism Board of Directors (Ex-Officio)
Capital Theatre Board (Ex-officio)
Yakima Basic Fish & Wildlife Recovery Board
Homeless Network — Exec Committee/General Membership
Yakima Valley Museum
$ Yakima Greenway
Arts Commission
F -Beauchamp Center
Community/Citizen Committees that bring ideas for local action to Council
Community Integration Committee
Sustainable Committee
Delete the Following:
Ad Hoc Downtown Master Plan Workgroup (possibly add in future as aub-
committee for Planning Commission)
Yak Co Solid Waste Advisory Committee
ACI Core Team
Board of Volunteer Firefighters
Board of Volunteer Police